1. Meeting # 82 Welcome to the Minnesota SharePoint User Group http://www.sharepointmn.com September 14 th, 2011 Metadata in SharePoint Donald Donais

2. Meeting # 82 Agenda Introductions Planning Content Types Metadata Break Managed Metadata Q & A Wrap-up and Giveaways

3. Meeting # 82 User Group Goal / Objectives Develop and support a local community focused on Microsoft SharePoint Technologies Educate user group members about SharePoint Technologies Transfer knowledge within the community Communicate best practices Introduce new products / solutions

4. Meeting # 82 Introductions – MNSPUG Sponsors Avtex (www.avtex.com)www.avtex.com Technology consulting company Practice area focused on SharePoint Benchmark Learning (www.benchmarklearning.com)www.benchmarklearning.com Training on many technologies Microsoft (www.microsoft.com)www.microsoft.com Wrox Press (www.wrox.com)www.wrox.com O’Reilly (www.oreilly.com)www.oreilly.com

5. Meeting # 82 www.SharePointMN.com Website for user group SharePoint resource documents SharePoint resource links RSS Feeds Meeting Schedule Past User Group Presentations info@sharepointmn.com www.sharepointmn.com

6. Meeting # 82 Social Networking Linked In group – The most interactive… includes job postings… http://www.linkedin.com/groups?gid=1878792 Facebook group http://www.facebook.com/home.php?#/group.php?gid=27333305456 Twitter tags - @MNSPUG and #MNSPUG

7. Meeting # 82 Upcoming Schedule Next Meeting October 12 th 9:00 AM to 11:30 AM Microsoft’s Bloomington Office Topic: TBD Check www.SharePointMN.com for updates!www.SharePointMN.com Ongoing Schedule 2 nd Wednesday of every month 9:00 to 11:30 am Microsoft’s Bloomington Office

8. Meeting # 82 Local and Online Events ScarePoint Saturday – October 29 th (confirmed) http://www.sharepointsaturday.org/twincities/default.aspx http://www.sharepointsaturday.org/twincities/default.aspx Normandale College– Bloomington, MN

9. Meeting # 82 Local and Online Events http://www.EngageEvent.net/

10. Meeting # 82

11. Giveaways!

12. Meeting # 82 http://www.sharepointmn.com Presenter Introduction

13. Meeting # 82 Quick Intro Donald Donais SharePoint Consultant Drummer @dondonais talesfromitside.wordpress.com

14. Meeting # 82 Before We Begin, Let’s Talk About... SharePoint Governance Information Architecture DiscoverySearch

15. Meeting # 82 SharePoint Governance Roles and Responsibilities Security Structure Communications Training Document Management Strategy Search Strategy Information Architecture

16. Meeting # 82 Discovery How do SharePoint users find their information? Hunt, seek and find! Search Let someone else tell us! Relevancy Refinement Content by Metadata/People Frequently On Demand How often to they need the information? What are they looking for when they get their results?

17. Meeting # 82 Information Architecture Hierarchy Metadata (Site Columns) Keywords/Best Bets Managed Metadata Content Types Views

18. Meeting # 82 Search What do you look for when using searching? No Matter What, Need Good Metadata! Keywords/ Best Bets Managed Metadata

19. Meeting # 82 http://www.sharepointmn.com Content Types

20. Meeting # 82 Content Types Reusable definition  NOT just for documents Settings  Columns  Workflows  Templates  Document Information Panel  Document Conversion  Policies Inheritance  CAN NOT be reset

21. Meeting # 82 Content Types Location Web application Available between Site Collections Site Collection Level Available to all site within Site Collection Site Level Available to all Lists and Libraries within Site List or Library (Local) Only Available here!

22. Meeting # 82 Special Content Type Shared metadata Default content Configure Welcome page Single entity ONLY be used for documents Add more documents to set CAN NOT nest sets Document Sets

23. Meeting # 82 Publishing  Syndication Hub Managed Metadata service Site Collection feature  Publishing Settings Publishing Unpublish Republish  Error Log Hidden List  Timer Jobs

24. Meeting # 82 More on Syndication Hub Custom fields & External Content types not supported Workflows are not supported – assigned at local level Published Content Types are Read-Only Published Content Types are consumed at root and flow down Document Templates are published Feature dependencies are not activated automatically

25. Meeting # 82 External Content Type Business Connectivity Service  XML file defines an content from LOB data source  Content lies outside of SharePoint Created with  SharePoint Designer 2010  Visual Studio 2010

26. Meeting # 82 http://www.sharepointmn.com Content Type Demo

27. Meeting # 82 http://www.sharepointmn.com Metadata

28. Meeting # 82 Metadata Audience Participation What is Metadata? What is appropriate Metadata? Where should Metadata be applied within SharePoint?

29. Meeting # 82  Single line of text  Multiple lines of text  Choice  Number  Currency  Date and Time  Lookup  Yes / No (Checkbox)  Person or Group  Hyperlink or Picture  Calculated (based on other columns)  External Data (connected to BCS – local only)  Managed Metadata  Full HTML content with formatting and constraints for publishing (Site Column)  Image with formatting and constraints for publishing (Site Column)  Hyperlink with formatting and constraints for publishing (Site Column)  Summary Links data (Site Columns)  Rich media data for publishing (Site Column) Metadata Columns

30. Meeting # 82 Views Used within Lists and Libraries Show information within certain context Used to refine and narrow content Used with majority of List and Libraries Replacement for Folder Tree

31. Meeting # 82 Types of Views Standard Calendar Datasheet Gantt Access Custom View in SharePoint Designer

32. Meeting # 82 List Settings  Navigation Hierarchies  Filters  Automatic Indexing Metadata Navigation

33. Meeting # 82 Other Consideration Adjusting SharePoint Indexing  Site Level  List & Library Level  Column Level Options Include  Site Level Indexing  Site Indexing of ASPX Page Content  List/Library Level Indexing  Column Level up to 20 Indices

34. Meeting # 82 http://www.sharepointmn.com Metadata Demo

35. Meeting # 82 http://www.sharepointmn.com Break

36. Meeting # 82 http://www.sharepointmn.com Managed Metadata

37. Meeting # 82 Managed Metadata Managed Metadata Service Managed Metadata Columns Tags Taxonomy / Folksonomy

38. Meeting # 82 Managed Metadata Service Service Application  Identify Content Type Syndication hub Service Application Proxy  Limits Only one per service application  Identify default storage location Enterprise Keywords Column Term Sets  Consume or Push-down Content Type publishing  Delegate Administration  Bulk import from.CSV Term Group / Term Store  Limits Many per service application Up to 1,000,000 items / store  Delegate Managers and Contributors

39. Meeting # 82 Managed Metadata Service - continued Term Set  Limits Up to 1,000 / term store  Contact (used for feedback link)  Submission Policy  Social Tagging  Sorting Term  Limits Up to 30,000 / term set Up to 7 nested levels  Labels / Synonyms  Social Tagging

40. Meeting # 82 Managed Metadata Columns New column type  Better than “Choice”  Site or List Column  Multi-Value Bind to term set or term  Needs to be “available for tagging” Add to List / Feedback Automatically populates search refinements

41. Meeting # 82 Tags Tags & Notes control  “Use Social Features” permission  Suggested Tags  Auto complete  Synonyms Enterprise Keywords & Other Terms  “Available for Tagging” Tag items inside AND outside of SharePoint

42. Meeting # 82 Taxonomy vs. Folksonomy Taxonomy  Corporate Terms  “Top down” approach  Enforce common terminology  Utilize Term Groups / Term Sets  Examples (Products, Departments, etc.) Folksonomy  Everyday terms  “Bottom up” approach  Utilize Enterprise Keywords  General lack of structure  May be promoted to taxonomy  Examples (Flickr, del.icio.us)Flickrdel.icio.us

43. Meeting # 82 http://www.sharepointmn.com Managed Metadata Demo

44. Meeting # 82 References SharePoint 2010 Content - http://sharepoint.microsoft.com/en- us/product/capabilities/content/Pages/Content- Management-System.aspx http://sharepoint.microsoft.com/en- us/product/capabilities/content/Pages/Content- Management-System.aspx Plan to share Terminology and Content Types - http://technet.microsoft.com/en-us/library/ee519603.aspx http://technet.microsoft.com/en-us/library/ee519603.aspx Managed Metadata overview - http://technet.microsoft.com/en-us/library/ee424402.aspx http://technet.microsoft.com/en-us/library/ee424402.aspx Social Tagging - http://technet.microsoft.com/en- us/library/ff608137.aspxhttp://technet.microsoft.com/en- us/library/ff608137.aspx SharePoint 2010 - http://sharepoint.microsoft.comhttp://sharepoint.microsoft.com Wictor Wilen Term Store Bulk Import - http://bit.ly/oedsuihttp://bit.ly/oedsui

45. Meeting # 82 http://www.sharepointmn.com Meeting # 79 Q & A http://www.sharepointmn.com

46. Meeting # 82 http://www.sharepointmn.com Meeting # 79 Thanks for coming! http://www.sharepointmn.com